Tag Archives: preparation

How to Visit an Archive

Some of you might be intimidated by the thought of visiting an archive or manuscript collection. I mean, they aren’t like a regular library usually. They tend to have a lot of rules and they will get after you if you don’t follow them. You can’t always bring in items you want to bring in. Why would you want to subject yourself to all of that hassle? I did feel this way in the beginning…when I was a “baby” genealogist. But I hope the last couple of posts (here and here) have convinced you to get over it and get in there!

Most (if not all) will have a website (such as that for the Briscoe Center for American History on the University of Texas Campus). Be sure to read it! It will prepare you for what to expect, the rules in terms of what you can bring in, copy policies, photography fees, parking, hours, closings, and so on. They will often have a catalog or finding aids on that website. Some archives have a system with which you can make an account and order your items ahead of time so they are ready for you when you show up. Often you will have to register as a researcher, showing your ID, filling our a form, or some other way for them to identity you. Also, do not be afraid to email the archivist with any questions. Sometimes a repository is behind in cataloging and not everything is listed. The archivist will know more about what is in the collection, or if you are having trouble locating something, they can help you find it.

Briscoe Center Website

Most often the rules are: no loose papers unless they look at them and stamp them with a stamp indicating it was something brought in or they provide you with a colored sheet of paper for notes; no pens, pencils only; laptops are usually ok but they will want to look inside it before you leave; usually photos are ok, some repositories have a photography fee; no drinks. I might have forgotten some, but those are the main rules I’ve experienced.

All of those rules are in place to protect the collection. No one is accusing you of anything when they ask to see inside your laptop or at your papers. Over the years, as you might imagine, items have been stolen, ripped, marked on with pen, had coffee spilled on them, and so on. These items are unique, one-of-a-kind, priceless, historical items. We don’t want to lose them and therefore they are in “protective custody” and you are required to follow these rules so they can survive for many generations to come.

The best advice I have is to read ahead to understand the rules then follow them without complaint, and you will have a great time at the archive. You never know what you will find but you will definitely have a great time in these original records!

Prepping for Institutes Digitally

I am heading off to Georgia to attend the Institute of Genealogical and Historical Research (IGHR). I am excited to finally take the writing course from Tom Jones, “Course 4: Writing and Publishing for Genealogists.” This has been on my educational “to do list” for years and I’m finally getting to it!

These days, we are saying good-bye to paper more and more. Don’t get me wrong, I LOVE PAPER. Ask any of my students, discussion group attendees, family, or friends. I still print all of my research documents and organize them into binders. I also like taking handwritten notes. However, those institute binders really add up and for many of us, space is at a premium. Plus, it keeps the costs down if an institute doesn’t have to pay to print and organize all of those syllabi. Of course, you can still usually buy a printed syllabus or print it on your own. And if you do, do not worry! I’m not here to be down on anyone’s system. However, in order to use less paper, and utilize the electronic syllabi more effectively, I have come up with a system that works for me. Maybe you’ll find something in here that can work for you too.

Before I go to any institute, there is an amount of prep-work I do with the digital syllabus so I’m organized and ready to take notes. I utilize a combination of a PDF-splitter and Evernote. What I mean by a “PDF-splitter” is using a bit of software to make one large PDF into several small PDFs. I believe the full version of Adobe Acrobat will do this (but I don’t use it so do some research first), as will several other programs. I use a Mac and have found “PDF Toolkit+” to meet all of my needs. It has a lot of features, but today I’m focusing on the “split/extract pages” portion of the software.

Screenshot of PDF Toolkit+ with a range of pages to be extracted.

Basically, I sit down with the class schedule, the large PDF, the PDF-splitter, and Evernote. Using the splitter, I extract the pages for each class and then create their own note in Evernote, dropping in just that portion of the PDF. This allows me to have each the syllabus material for each class split out into one small file. Then I can type my notes into each note or take handwritten notes on paper to scan/type in later (they say the brain retains information better when you take notes by hand). Evernote also has tools that allow you to highlight, add symbols, draw, or take notes directly on the PDF.

Just an example of some of the ways you can mark up the PDF using Evernote’s tools.

I organize these notes into a new Evernote notebook titled appropriately for the institute I’m attending. You can organize them in whatever way works best for you. I number them according to the order they should be taught based on the class schedule. See my example below.

On the left is the list of notebooks from all institutes I’ve ever attended (and added to Evernote), IGHR 2018 is highlighted. In the middle are the thumbnails of each individual note in the highlighted notebook, numbered according to class order. On the right is the full view of the note with the PDF dropped in.

As the week moves on, I open the note for the appropriate class, and either use the syllabus visually and then take handwritten notes or I type my notes above the PDF. I take handwritten notes most of the time for the reasons already mentioned) but I do also use the mark-up tools available as well, especially if I don’t want to forget something in particular mentioned in the syllabus. Often, it just depends on how I feel when I get up in the morning. Evernote notes are word searchable, and there is a tagging system to help you be organized as well.

The most important thing is that you find a system that works for you. If digitized notes and syllabi are not for you, I hear you! It really has taken me a long time to get to this point…and I’m not completely digital myself and probably never will be. But, to save on costs and space, this is one of my systems for eliminating paper.

Genealogical Preparedness – Part 6 – Getting the Wind Knocked Out of You

Birdie and Russ Holsclaw at the author's 35th Birthday party.
Birdie and Russ Holsclaw at the author’s 35th Birthday party.

It happens to everyone at some point. Something big. Something that just really knocks you off course. I know it’s happened to me several times. But in genealogical terms, there have been a few times when I just didn’t want to do it anymore, or at least for a while. I’m positive this has happened to almost everyone. You are happily living your life and something happens that just changes your whole attitude. Everything you had in place was somehow changed, your thoughts and plans seemed superfluous and unnecessary. Whatever the “thing” was that changed your outlook, it takes some time to get the wind back in your sails.

One major thing that happened to me as far as genealogy life goes, was the death of my mentor Birdie Holsclaw in 2010. I know I’ve mentioned her before in my blog. Sometimes you just meet people who stick with you long after they are gone. Birdie was one of those people. She gave me the confidence and encouragement to move forward with genealogy beyond being a hobbyist. When she died, many of us were devastated. She left us too soon. I know a lot of those feelings are selfish. It was her time. It was the will of God or the Universe or Science… whatever you believe. It was just her time. Many of my thoughts about her are really about me and what I miss from her, what I would like to talk to her about, her opinions I want to hear about genealogical topics of the day and I wasn’t done learning from her or enjoying her company.

After she died, I really just did not want to do genealogy. The wind was definitely gone from my genealogical sails. It was approximately 3 or 4 months before I got myself back up again. I would look at a unique record I found and think about tell Birdie about it, or get confused on some problem and want to ask for her opinion or guidance, or I would see a new movie and wonder what she would have thought about it (she loved movies). And when the realization that I couldn’t would flood in, well, I would just not want to do the work. This still happens actually, but I’ve moved passed the pain and the not wanting to do it into a place of doing it in her honor. I think of the encouragement that she gave me, the belief she had in me, and think that I need to be doing what I’m doing to be a good steward of her memory, to fulfill what she saw in me.

There have been minor things that have happened that steal my thunder. Clients not wanting to do more research, projects falling through, checks lost in the mail, critics, online arguments, seeing colleagues not be nice to each other, hearing complaints over things that are super minor, having to go through a lot of revisions on a small item, general negativity… When too many of these things that happen everyday, sometimes I just turn the computer off and go do something else. It is just too much and it is not worth getting stressed out over. I can usually deal with these small crises better when I’ve had time away. If I want to keep the wind in my sails, I have learned that I have to protect myself from the negative.

Few things are as devastating as the loss of a loved-one. Learning skills to deal with these times and “get back on the horse” can be crucial to long-term success. Sometimes, you might just need to do a complete overhaul of your genealogical life. Sometimes you may just need a break. After I turned in my BCG portfolio, I don’t think I did anything genealogical for almost 3 weeks. And that’s ok. The important thing is to take care of yourself and get back in the game.

Genealogical Preparedness – Part 4 – The Research Trip

Films in a Family History Library drawer
Films in a Family History Library drawer, photo by author, October 2015

I mentioned previously that I had the opportunity to attend the British Institute in Salt Lake City. Following that week, I stayed another week to spend coveted research time at the library. I was so busy leading up to that trip that I didn’t have time to prepare. I spent a lot of time while there doing things I could have done at home. That week in the library reminded me of all of the things I should have done but didn’t. I have written before on planning for a research trip beginning with this post. I did not do most of the things I mentioned in those posts. This trip was a reminder that I still need to practice what I preach.

I did not REALLY have a research plan in place before I left. That’s not to say I didn’t have some shred of an idea of what I wanted to accomplish that week or that I didn’t know at least some microfilms or books I wanted to look at before I got there. I have what I willingly call a “half-assed research plan” system using Evernote. When I find something I want to look at next time I’m at the library I do one of two things. I either make a completely new note in my “FHL Research Trip” notebook with a screen shot or a link. If I am really on top of things I will even make a note about what exactly I wanted to find in that book, which surnames or individual, or even topic. Usually not though. Or I may add it to my ever helpful checklist notes that may fall in my surname notebooks under a useful note title like “Dimick – To Do” or I have a master checklist in the aforementioned “FHL Research Trip” notebook that is usually less helpful than the notes in that it is usually a film number, usually the title of the film and MAYBE what I’m looking for… again, usually not. Why do I always believe I will remember what I wanted out of that film or book when I get to it?

So, I spent precious library hours using the online catalog that I could have used from home and created a REAL research plan before I left the comfort of my slippers. (I’ve been known to wear slippers at the FHL on particularly snowy and cold days.) I spent time in my hotel room on terribly slow internet doing online research filling in gaps needed to even decide which films or books I wanted to look at. I even did the whole go-to-the-section-in-the-stacks-and-pull-out-all-of-the-relevant-books system.

I’ve regrouped since that trip and set up better templates in Evernote for future research trips. Cyndi Ingle of Cyndi’s List has graciously posted some great Evernote templates on her website for organizing research and creating research plans. I’ve downloaded and customized some to meet my own needs and preferences. I’m working to go through my old “half-assed research plan” system of notes to add them to the new template, trying to figure out what some of those notes are even about.

While I won’t say that trip was not successful, I cannot help but wonder how much more I would have gotten done if I had somehow been more prepared. We’ve all probably been there. Too busy to get a research plan ready. It doesn’t make us bad genealogists, but reminds us about why we should be planning in the first place and perhaps renews our energy for doing that prep work.

Genealogical Preparedness – Part 3 – Becoming a Professional

Becoming a professional

Photo taken by author, near Taplin Farm, Waterville, KS, 2015

One of the most frequent questions I get through my website relates to how I “became” a professional. What educational steps did I take? When did I feel “ready” to take the step beyond being a hobbyist and into the realm of being a professional? I’m always more than happy to offer a few suggestions from my experiences on this path. My path is going to look different than your path, of course. But these are just some of the things I’ve learned along the way and am sharing so that perhaps you can take one less step than I took to get here.

Before you decide to take the plunge, you will need to determine how much time and money have to devote to the educational process. If yours is the main income for your family or situation, your path is going to look a lot different from someone who has the luxury of having a spouse whose income can take care of the family needs. And of course these are two points on the spectrum and everyone’s situation is going to be unique. Examining your time and financial situation will determine which courses, programs, classes, institutes and so on you might consider in the future.

If you want a “fast track” I would look at something like the Boston University program in genealogy or the National Institute of Genealogical Studies where you can earn a PLCGS (Professional Learning Certificate in Genealogical Studies). They have higher price tags up front, but I’ll bet that if I tallied up all of the money I’ve spent on the educational events I have done, their price is probably comparable if not less expensive. My educational funds were spent in smaller increments over many years. Taking a more condensed course like those above will require a larger upfront commitment.

These online courses were not available when I got started. I took a longer, slower road, finding educational opportunities when and where it was convenient. The whole paradigm of online education was not available to me yet and all of these great webinars that are not online… Woah! And even though I have crossed some imaginary line and have “become” a professional, I still partake of any online class, webinar, and study group I can fit into my schedule. A professional never stops learning and should never be so arrogant to think that they can’t learn something new everyday.

If you don’t have as much time and/or funds to put into it at once, you could do something closer to what I’ve done which is to take less expensive but just as effective courses over a longer period of time. This might be more effective if you are needing to remain employed at your “day job” while taking the necessary educational steps toward professional genealogy. I would highly recommend the peer to peer study group “ProGen” based on the book Professional Genealogy. (If you don’t have that book, get it. It is a little outdated, but only a little. All of the principles are still sound and valid. The rumor on the genealogical street is that an updated edition on the way but I have no idea when it might be published.)

Another great way to get an in-depth education is by attending week long institutes. I’ve written some blog posts about these and other relevant topics:

In addition to this I recommend attending every weekend seminar, online webinar, local genealogical society meeting, and any other online or in person study group you can fit in your schedule and budget. Read anything you can on the topic. There is no shortage of reading material when it comes to genealogical study. I have a steady stream of blogs, journals and books that pile up on my desk. I recently saw a quote by Earl Nightingale that claimed if you read one hour per day in your chosen field, you will be an international expert in 5 years. I don’t know if that is true but it makes sense. The more you read the more you learn, boost your analytical thinking, and improve your memory (or so says the internet). I know that if I didn’t read NGSQ articles, I would lack understanding of how to analyze my research findings and how to present it in a coherent proof argument.

Probably the biggest thing that happened to me that caused me to “become” a professional was that nudge from my mentor, nationally known and well-loved Birdie Holsclaw, who told me I could be and I should be doing more with my genealogy. Having someone of that caliber believe in you really is a confidence booster. So, I try to pass those messages on to others in Birdie’s honor: You can do more, you do have something valuable to share, and you can make a difference in someone’s career. It is difficult to find a mentor, I have found that mentoring just kind of happens. But you can leave yourself open to it happening. Volunteer at your local or state society, attend local events, forge genealogical friendships, don’t be shy, and allow yourself to be available to a mentor.

The imaginary line I referred to above, is really just a mental decision that my work was going to meet a higher standard than it had been at before. I would put citations on everything. I would follow the Genealogical Proof Standard. I would adhere to the standards set forth by my colleagues in regard to professionalism in my work, behavior, online presence, writing, and so on. It had nothing to do with taking clients, making money, getting the post nominals, or landing a national speaking gig. It was a mental decision. That’s when I “became” a professional.

I hope these little bits of information help you with your path to becoming a professional. Realize that your journey is different and if even one of these thoughts helps you find your path, then it was worth it.

Genealogical Preparedness – Part 2 – Time with a Professional

Time with a professional

PaperDocumentsPenHave you ever attended a genealogical event, conference, institute, or seminar where you had the opportunity to sign up for a personal consultation with the instructor or a professional genealogist? These are sometimes offered at events like a national conference or during week-long institutes. I recently participated in two such events that got me thinking about how to be prepared for such an opportunity. I was on the opposite sides of the desk for each event so I now have perspectives as both the participant and the professional.

In September, I attended my first ever course through the British Institute from the International Society for British Genealogy and Family History (ISBGF) [http://isbgfh.org]. I took the course on researching in England. I have done a lot of research in United States records on a particular family line leading back to England, but only recently decided to work on the family in more detail. However, I only have minimal experience in records created and kept in England, hence the need to take this class. One of the unique features of the British Institute is that since it is held in Salt Lake City, the instruction time takes place in the mornings and then the afternoon and evening hours can be spent utilizing what you’ve learned on your own research in the Family History Library. Also during those afternoon hours, you have the opportunity to sit down with the instructor(s) and receive a personal consultation; I had about 20 minutes to ask the instructors anything.

In October, I had the opportunity to participate in the “Ancestors Roadshow” giving free 15 minute consultations to members of the public as a part of the “Genealogy Lock-In” hosted by the Central Texas Genealogical Society in Waco, Texas. It was a fantastic event. I met a lot of new people in the Texas genealogical community and had a lot of fun helping a few lucky participants in the roadshow. As part of the roadshow, participants could fill out a questionnaire about research questions or problems they were having and then we (the professionals) were supposed to go over this with them and give suggestions for further research. The participants had the opportunity to fill this sheet out ahead of time. It was made available through a website advertising the service. They could also fill it out at the event and be assigned a time with a professional.

From both of these events, I realized that the person coming to the consultation could get so much more out of the short amount of time if they were a little more prepared. During the roadshow, I was handed the questionnaire and introduced to a person and then only had 15 minutes to help them with their questions. Most of the time, the questionnaire would list a person, perhaps their birth or death dates, maybe a location. They were asked to tell us where they had previously searched and/or give us a list of documents they had pertaining to the problem. Most participants didn’t write much down. Many wrote that they had searched Ancestry.com, which is not very specific at all. Ancestry contains a lot of material. When they got to sit across from me at the event, most of them spent a lot of time telling me their story rather than getting very specific about their problem. This took up most of the 15 minutes we had together. I was not much better as a participant when I had a chance to talk to the instructors at the British Institute. Honestly, I had not done much work yet on the family I was researching and should have spent more time analyzing what I had and preparing specific questions for the time I had with them.

My advice for anyone who has a chance to sit down with a professional for a quick consultation:

1. Decide what you want to ask – be focused.

2. Be specific – the time will go by fast

3. Know what you’ve already done and what documents you already have.

4. Keep the background story to a minimum. Don’t waste your precious time giving unnecessary information.

It is up to you to get the most out of the experience. The professional may be doing this as a volunteer (like I did at the roadshow) or as part of their overall fee (like the instructors at British Institute). You can’t expect one of these consultations to just give you the answer to your research problem. The time is too short. These consultations are designed to give participants guidance and maybe some ideas you hadn’t thought of or weren’t aware of.

I hope that these thoughts help you if the opportunity ever presents itself. I know I learned a lot about the process from both sides of the consultation table and will definitely be more prepared the next time.

Be Prepared in Genealogy – Part 1 – Introduction

BePreparedIt has been a few months since I managed to sit down and write. I have been busy with many great genealogical opportunities from projects to research trips to conferences. Not to mention everyday life such as kids’ events, car repairs, having a cold, playing with a new puppy, etc. You know, life. But I’m back and planning a new series of posts.

In this series, I’m going to write about several aspects of “preparedness.” It has come up recently from different situations and a variety of angles. I’m going to address my ideas of being prepared for research trips, conference planning, what to do if you have a chance to consult with a professional, how to prepare to become a professional… And any other nuance of the idea of being prepared I come up with between now and the end of the series.

I am not going to talk too much about being prepared for natural disasters, computer failures, or theft. I think we all know that the best thing you can do is offsite back-up, at the least. I use BackBlaze and have never had any trouble with it. I have used other programs in the past and only really switched because their prices are much more affordable for my needs. There are a number of programs and services out there for this type of preparedness.

Another way to prepare for disaster is to get your research written and shared. There are a lot of ways to share: within your family, with a local genealogical society quarterly, a state-level quarterly, in magazines and journals on the national level such as in the National Genealogical Society Quarterly. Or you can publish it yourself through an e-book, a website or blog, or a print-on-demand service like Lulu.

So, the idea of preparedness as a researcher and professional will be covered over the next several blog posts. I will share ways I do prepare and ways I fail miserably and the consequences, both good and bad.

Conference Packing: What’s in YOUR suitcase?

suitcase of memoriesThe FGS conference in Fort Wayne, Indiana is about a month away. I am leaving for GRIP this Saturday. I will be going on a research trip to Salt Lake City in September. My summer travel plans are ticking by. Regardless, I do have a checklist for what to bring to any given event that’s genealogy related.

  1. Bring a sweater. I don’t know about you but even though it might be 90 degrees and 99 percent humidity outside, being inside can sometimes be like the arctic. For that matter it can also be 90 degrees and humid. My point being bring a sweater and dress in layers. There is nothing more miserable that being too hot or too cold. Be prepared.
  2. I have a small zipper pouch of essential office supplies: sticky notes, sticky flags, pens (1 ball point and a few colored felt-tipped), pencils, a few paperclips, highlighters (I prefer yellow), etc. I don’t use this as much as I used to, but I am one of those people who write in the books that I buy so I use these items a lot.
  3. Business cards. I will be milling about with fellow genealogists and potential clients, so it’s important to have some cards on hand at all times.
  4. I used to always bring my laptop, but since I got a blue tooth keyboard for my iPad, I am loving the lightweight portability of just carrying around a small bag rather than my backpack or rolling suitcase. (Don’t forget the chargers for all of the electronic devices!) When going on a research trip, I make sure that I have all of my files synced with my iPad, mainly my latest Reunion file. I also put all of my travel itineraries, hotel, air, car reservations in Evernote, which syncs to my iPad/iPhone.
  5. Pre-planned list of the programs I wish to attend. I will copy the syllabus to my iPad to have with me at the lectures. I have a .pdf viewing app that allows me to highlight and make notes right on the syllabus pages. No more need to print them out ahead of time, only to realize you printed the wrong pages, or carry around the giant books they used to give out at conferences.
  6. Leave extra suitcase space for the books you might buy and the free swag you will pick up.

Of course, the above list is in addition to all of the socks, undies, t-shirts, shorts/pants, and toothbrushes needed to have an enjoyable trip. Good reading material is a plus as well. I usually have the latest NGSQ or other genealogy book with me for the plane ride. I hope to see you at FGS or any of the other amazing genealogical conferences and institutes available throughout the year.